Well hold this in a variable called varDoesUserHavePermissionSet. 2: Variables, Collections, and Formulas. Discover Tips and Best Practices for Record-Triggered Flows. Step 1: Create the subflow Because each piece builds on the other, we need to start at the end, creating the subflow first. Were essentially building a componentized flow that can be reused anytime theres a need to assign or remove a permission set from a user. Schedule-Triggered Flows. All screen components other than the section component (which is used to structure other components) require you to set their name and API names, and the input components can then be referenced as variables later on in the flow to access the values input by the flow user. When we find records, well use a Get Records Flow element to find information about the permission set. and regarding sub flow, you can get all the variables defined in a flow in a sub flow as it uses the context of the main flow it calls. It also removes a lot of the room for human error, while reducing maintenance and testing time. However, if the user already has the permission set, no further action is needed. So what I wanted to do was build a master flow which runs when an object is saved which runs various subflows. Otherwise, the variable will be empty, signifying no permission set. The Data Type is Text, and make it available for input. Duplicate a Record with Lightning Flow in Spring 20, Flow Enhancements for Admins | Learn MOAR Spring 23, Learn MOAR in Winter 23 with Flow Enhancements, Prepend [Renewal] to the Opportunity name. Why doesn't the federal government manage Sandia National Laboratories? Here are 10 Salesforce Flow best practices that I follow regularly when developing my Flows. The Subflow element is used to trigger an autolaunched flow within the same transaction as the original flow. Visually, in Setup, you can see whether the user is assigned to the permission set you wish to remove. Salesforce is a registered trademark of salesforce.com, Inc. Start here for a quick overview of the site, Detailed answers to any questions you might have, Discuss the workings and policies of this site. On the bottom of the screen, you will see Set Input Values. From these decisions, I can add different subflows. If no record is found, well set the variable to null. Use Flows with Slack. Now, set the Flow Variable for recordId to the field reference of [Opportunity].Id. While still on the Opportunity page in Object Manager, go to, From the Buttons category, click and drag, If the predefined actions in the Salesforce Mobile and Lightning Experience Actions section were overridden, click, Make sure that you have an account called Edge Communications and that its annual revenue is $139,000,000. Lets distribute the flow so that your sales reps can find and use it easily. The Trailblazer Community is a great place to start. PermissionSetId: This is the permission set ID. For example, many input components also accept default values that are displayed in the component when the user first sees it. Why does Jesus turn to the Father to forgive in Luke 23:34? I can can close the component screen, but when I save the Flow I get the following error message: An unexpected error occurred. An awesome place to learn everything about flow. This is so that the parent Flow/s can pass information into the Subflow, have a calculation or set of actions performed and have a value returned. In the below example, the Send Email action is used to send up an email using a Text Template variable for the body, a text variable for the Subject, a text collection variable to store the list of recipient emails, and allowing the email body to contain Rich Text. Lets now review the steps to manually remove a permission set from a user. I started out as a SharePoint developer but have since found myself intrigued by other aspects of Microsoft 365 including the Power Platform, Stream and Teams. Why did the Soviets not shoot down US spy satellites during the Cold War? Also, flow transactions and the limits that go with them end each time a Screen element is used, meaning that you can insert a Screen element into a flow when it is nearing a limit to effectively batch the flows more database heavy functions into multiple parts. And were done! Ultimate Guide to Getting a Salesforce Job, Ultimate Salesforce Flow Foundation Course, Record-Triggered Automation page of the Salesforce Architects Guide. The concepts here depend on the flow you build in that project. Before you remove a permission set, you need to ensure the user is already assigned to the permission set. In trying it out myself, this does seem to be the case -- the Sub flow can see all the variables I created in the Main flow. Subflow Well include the three input variables and pass the following information to our subflow: This will tell the subflow that I want to remove the ABC permission set from the user record that triggered the process. Make this available for input. Process Builder is significantly slower than Flow at processing a transaction. Choose The flow To Launch As Subflow The referenced flow must be activated before you can find it here, so make sure you make the subflow first and the main flow afterwards. As an admin, its important to be security-minded, ensuring your org is secure and your users have least privilege access. Salesforce Flow is the most powerful declarative automation tool that Salesforce has built. With Learn MOAR, []. The record-triggered flow we build will look like this. Would you kind enough to help me by replying my 2 last emails, where you have flowchart and my not working flow design in pictures. The third text variable is varPermissionSetAction. In this case, the variable must be named recordId (and case is important). However, the timing to use a Subflow is a more difficult question. rev2023.3.1.43269. Home Article Duplicate a Record with Lightning Flow in Spring 20. We get the ID by looking at the details of the permission set record. If the user doesnt have the permission set, no action is needed. Go to Process Builder in Setup. Add a Get Records element with API name Get Opportunity. By In the Toolbox, switch to the Manager and create a new variable resource. Make sure your Users are presented with detailed error messages when unexpected actions occur (for example, if a record is queried and no result is returned, let the user know that they may need to take a different action, rather than just showing them a standard an unhandled error has occurred error message. Toggle the Include button to be active and set the variable you want to pass in to the subflow. To determine whether the Get Records element found a permission set record, we need to make a decision. What are some tools or methods I can purchase to trace a water leak? Auto-Launched It sounds like a lot, but each has just a couple of steps. Select Record-Triggered Flow, click Next and choose a layout style. The action to be taken with the permission set is done by invoking the autolaunched flow we just created. In my example, I wanted the Record ID to be passed in. This means that you can configure the subflow to accept more generic values such as text or number variables and call it from any object that contains the needed values to perform a specific logic or calculation, and then return that to the original flow. Well introduce a new formula resource that will look at whether the record is new and the department is Finance. Planned Maintenance scheduled March 2nd, 2023 at 01:00 AM UTC (March 1st, Flow variable is getting lost after clicking previous button, Pass object from Flow to Lightning component. Copy the flows URL from the Flow Detail page. Just recently, I ventured into the world of Salesforce and integration software. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); Salesforce Ben This allows you to only show the fields that are relevant to your user and help to consolidate the number of flow elements used by allowing a single screen element to hold the input and display values for a number of situations. Now that the record variable exists, we can add a formula to modify the Opportunity Name. Could I then receive that from my calling flow? Below, we require any text entered into the test field to contain the value TEST by having the component reference itself within the CONTAINS() function. You may be wondering how I got these cool, dark Salesforce screenshots. Click on Flows. The three categories of components are Input (which collect user input), Display (which organize and display values), and Custom (which can be developed and installed to do a variety of things). Select Autolaunched Flow (No Trigger) and click Next. Next, to see if the user is assigned to the permission set, we need to query the Permission Set Assignment object, so well once again use the Get Records element. 3. A Subflow is an Auto-launched Flow that is called from one or more parent Flows. Heres how you configure the Decision element: For the New Finance User outcome, well add a subflow interaction, which will allow this record-triggered flow to invoke the autolaunched flow. Perhaps the value depends on which record the flow operates on, or perhaps it depends on the result of some logic in the flow. Perhaps you were given the wrong name. Lastly, if the permission set assignment record is found, well create a new permission set assignment record for the user permission set combination with a Create Records element. Record Now that we are in the flow designer, we can start adding the actions we need. Youll create just one record, and set the record field values to use all values from a record. Navigate (hover over) to the users Permission Set Assignments list. To determine whether the Get Records element found a permission set record, we need to make a decision. The User object holds all the records of your users. Because each piece builds on the other, we need to start at the end, creating the subflow first. Have something to share? Essentially, behind the scenes, your flow will look to see if theres a permission set assignment record for the user and the permission set. Considerations for Flow Choice Components with Default Values. 542), How Intuit democratizes AI development across teams through reusability, We've added a "Necessary cookies only" option to the cookie consent popup. As discussed earlier, before we can add a permission set to a user, we need to ensure the user does not already have the permission set or else the flow will fail. Lastly, activate the flow. Filter Permission Set Assignment Records: PermissionSetId Equals varPermissionSetId, Select Variables to Store Permission Set Fields: AssigneeId varUserHasPermissionSet, Outcome #1: Add Path - No Permission Set | varUserHasPermissionSet Is Null True AND varPermissionSetAction Equals Add, Outcome #2: Remove Path - Has Permission Set | varUserHasPermissionSet Is Null False AND varPermissionSetAction Equals Remove, How to Set the Record Fields: Use separate resources, and literal values. It only takes a minute to sign up. Then, the subflow does all the hard work. 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